One unavoidable aspect of vacating a rental property is the final inspection, commonly referred to as the move-out walkthrough, conducted by the property manager or landlord. This critical step determines the extent of restoration required, confirms cleaning responsibilities, and ultimately influences the calculation and return of the security deposit.
While the process should be straightforward, disputes are not uncommon—tenants may find themselves faced with unexpectedly high repair charges or contested deductions they did not anticipate.
In this article, we provide a refined guide for discerning tenants: outlining essential preparations before the move-out inspection, key points to review on the day itself, and professional strategies for addressing any disputes that may arise.
What Is a Move-Out Inspection?
A move-out inspection is a formal walkthrough conducted once the tenant has vacated the property and removed all personal belongings. In the presence of the property manager or landlord, the unit is assessed for wear and tear, cleanliness, and any damages beyond normal use.
Based on the findings of this inspection, the following key decisions are made:
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The allocation of restoration and repair costs
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The final amount of the security deposit to be returned
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The scope and cost of professional cleaning or repairs
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The handover of keys and the official completion of tenancy
Top 3 Causes of Disputes
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“I was charged for damage despite using the property normally.”
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“Pre-existing scratches or stains were blamed on me at move-out.”
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“Unexpected charges appeared on the final invoice without explanation.”
Such disputes often arise from a lack of thorough documentation or inadequate communication prior to the inspection.
Move-Out Inspection Preparation Checklist
✅ 1. Retain Detailed Records from Move-In
Preserving a comprehensive visual and written record of the property’s condition at the time of move-in is essential. Photographic evidence can help demonstrate that certain imperfections—such as scuffs, stains, or damage—pre-existed your tenancy, thereby shielding you from unwarranted charges during move-out.
Key areas to document include:
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Scratches or stains on walls or wallpaper
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Marks, dents, or wear on flooring
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Misalignment or malfunction of doors and windows
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Deterioration of fixtures in the kitchen and bathroom
Tip: Smartphone photos are sufficient, provided they are stored with visible timestamps or metadata that indicate the date taken.
✅ 2. Familiarize Yourself with Restoration Standards (National Guidelines)
The Japanese Ministry of Land, Infrastructure, Transport and Tourism (MLIT) provides clear guidance in its official publication, “Guidelines on Restoration and Common Disputes”—an essential reference for discerning tenants.
Key principles include:
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Normal wear and tear or age-related deterioration is not the tenant’s responsibility.
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Damage caused by negligence, intentional acts, or misuse is the tenant’s responsibility.
Examples:
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Sun-fading on wallpaper, imprints from furniture → Considered normal aging (landlord responsibility)
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Nicotine stains, nail holes in walls → Considered damage by tenant (tenant responsibility)
As this guideline is publicly accessible, reviewing it in advance equips you with the legal framework to assert your position with clarity and confidence during the inspection.
✅ 3. Perform Light Cleaning Beforehand (For Your Own Benefit)
While professional deep cleaning is typically handled by the property management company, leaving the residence tidy and free of clutter can leave a positive impression and help avoid undue charges. A neglected or messy space may be interpreted as careless, prompting more aggressive billing for cleaning or repairs.
Focus Areas:
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Kitchen and range hood – remove grease buildup
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Bathroom – eliminate mold and clear hair from drains
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Walls – remove adhesive hooks or decorative stickers
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Keys – ensure all sets are returned; lost keys may incur full lock replacement fees
✅ 4. Proactively Report Any Minor Damages or Necessary Repairs
Rather than concealing minor issues, it is advisable to disclose them openly prior to the inspection. Transparency often fosters goodwill and may lead to such matters being classified as minor repairs.
Key Points for the Move-Out Inspection Day
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If you disagree with any identified damage or repair cost, politely state:
“I would prefer to review the written estimate before making a decision.” -
You are not obligated to sign or agree to anything on the spot. Take time to review.
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Take photos yourself, or request that the property manager photograph areas in question for documentation.
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If the charges appear vague or unclear, ask firmly but courteously:
“May I please have a detailed breakdown of the estimated costs?”
In Case of a Dispute: How to Respond with Confidence
▶ Concerned About the Final Security Deposit Statement?
→ Request a full breakdown, including:
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A detailed itemization of the charges
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Photographic evidence of the damage
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Estimates or invoices from third-party vendors
→ If discrepancies persist, consider submitting a formal written objection (e.g., via certified mail) and consult with your local Consumer Affairs Center for further assistance.
▶ Facing an Unjustifiably High Charge?
→ Calmly state: “This appears to be inconsistent with the national restoration guidelines.”
→ You may seek guidance from:
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Your local Real Estate Transaction Association
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Legal consultation services, such as Japan Legal Support Center
The Key to Avoiding Disputes: Documentation and Composure
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Engage in fact-based communication—never emotional confrontation
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If asked to sign a document, respond politely: “I’d like to review this in detail before signing.”
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Prioritize written communication, such as email, to preserve a verifiable record
A Move-Out Inspection Is a Confirmation, Not a Confrontation
At its core, the move-out inspection is a collaborative process—an opportunity for both landlord and tenant to assess the property’s condition, confirm mutual understanding, and conclude the lease agreement with clarity and respect. To prevent unnecessary disputes, your most effective tools are proactive documentation and a solid understanding of restoration norms.
If you have maintained the residence with sincerity and care, you are not obligated to bear unreasonable or excessive costs. Think of the inspection as the final gesture of grace—a thoughtful, composed step to ensure your tenancy ends as professionally and pleasantly as it began.